Minutes 03-17-15 - Regular Board mtg (signed 4-21-15)

SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCY
REGULAR MEETING OF THE BOARD OF DIRECTORS
25210 Anza Drive • Valencia,CA91355.
(661)295-1574
MINUTES
March 17,2015
The regular meeting of the Board of Directors of the Santa Clarita Valley School
Food Services Agency was called to order at the Santa Clarita Valley School Food
Services Agency office at 8:33 a.m. by President Marcia Dains.
III.
CALL TO ORDER
ROLLCALL
MEMBERS PRESENT:
Ms. Marcia Dains (C) President
Ms. Ronna Wolcott, (N) Clerk
Ms. Lynn David, (S) Presiding Officer
Dr. Chris Hamlin, (Sg) Member
Mr. Jim Gibson, (C) Alt. Member
Present
Present
Present
Present
Present
STAFF PRESENT:
Ms. Lynnelle Grumbles, CEO & Board Secretary
Ms. Susan Weiss, Director, Finance & Administration
Ms. Jane Crawford, Director, Food Services
Ms. Laurie Kudroff, Executive Assistant to the CEO
Present
Present
Present
Present
HEARING SESSION
1. The Cafeteria of the Month selected for February 2015 was West Creek
Academy - Lydia Allevato, Site Team Leader, & Sherry Hou (NA 2)
were present at the meeting. Sue Bett, Assistant Principal, was also
present. Ms. Bett expressed her thanks to the ladies for being an
exceptionally terrific team. They are friendly and welcoming for all of the
students. Dr. Hamlin recognized and congratulated Lydia and Sherry for
their leadership at the school and at the Agency and for doing an
outstanding job with the students and staff.
Ms. Crawford expressed
her gratitude to this exceptional team - Ms. Crawford presented the
team with a badge that say's "I'm A Lunch Lady, What's Your Super
Power?" and a framed Cafeteria of the Month picture.
Arrived at 8:40 a.m.
Left at 9:40
Hearing Session
A break was taken from 8:40 - 9:00 A.M.
I.
AGENDA
The motion was made by Ms. Wolcott, seconded by Dr. Hamlin and carried
4-0 to approve the Agenda.
Approval of Agenda
M· 63
Ayes: 4
Vote: 4-0
DainsIWolcotUDavid/Hamlin
II.
MINUTES
1. Dr. Hamlin made the motion; seconded by Ms. Wolcott, motion carried, to
approve the minutes of the Regular Meeting held on February 17, 2015.
Minutes Regular Meeting
M· 64 Ayes: 4
Vote: 4-0
DainsIWolcotUDavid/Hamlin
EXHIBIT:
A
III.
HEARING SESSION (continued)
2. There were no advance requests to address the Board.
Hearing Session (cont.)
3. Questions were asked about Agenda item #14-15-09/C2 Personnel
Action Report (Exhibit C). Questions were answered regarding the 39
month rehire list and temporary assignment extra time. Discussed the
importance of keeping the Board members informed of situations and
school changes that affect food services (specifically labor hours). Ms.
Crawford reported she will investigate the labor hours & bell schedule
changes at West Creek Academy.
IV.
V.
CONSENT CALENDAR
1. Dr. Hamlin made the motion, seconded by Ms. David, to approve all of
the items on the Consent Calendar; motion carried 4-0.
2. B Warrants (February) #14-15-09/C 1
3. Personnel Action Report #14-15-09/C2
a) New Employees
b) Transfers
c) Status Change
d) Temporary Assignment
e) Leave of Absence
f) Resignation
g) Terminated
4. Purchase Orders (February) #14-15-09/C3
5. Travel/Conference #14-15-09/C4
6. 2nd Reading AR 1312.3 - Uniform Complaint Procedures #14-15-09/C5
7. There were no items removed from the Consent Calendar
CONFERENCE CALENDAR
1. Ms. Weiss reviewed the Financial Report for February 2015. At the
request of the Board, Ms. Weiss will review the total cash over/shortage
on the Year-To-Date (YTD) profit loss spreadsheet and report back to
the Board at the next meeting.
2.
Ms. Crawford reviewed the Participation Report for February 2015.
Two reports were included - one without pre-school enrollment
numbers and a separate pre-school enrollment report. The overall
participation for February 2015 was lower than last year (down -1.72%).
February lunch figures are down by -0.92%. ADP decreased from
10,881 lunches per day to 10,482. Breakfast participation increased for
February 2015 (up by 0.21 %). We averaged 4,410 breakfasts per day.
A /a carte student spending per day decreased from $0.112 to $0.094.
It was noted more students are buying food in the lunch line rather than
a la carte (specifically at Castaic Middle School). It was noted
combined student enrollment is down 398 students as compared to
February 2014.
3.
The Board participated in the 151 Reading of the following Revised
Board Policies/Administrative Regulations/Board Bylaws:
a. BP 3550 - Food Service/Child Nutrition Program
b. BP 4030 - Nondiscrimination in Employment
c. AR 5141.27 - Food Allergies/Special Dietary Needs
d. BB 9321 - Closed Session Purposes and Agendas
2
Consent Calendar
M· 65
Ayes: 4
Vote: 4-0
Approved
DainsIWolcottiDavid/Hamlin
Financial Report-Feb. '15
Participation Report-Feb. '15
1st Reading Revised BP 3550,
4030/AR 5141.27/BB 9321
EXHIBIT: A
CONFERENCE CALENDAR (continued)
All revisions were ok and these items will be brought back to the April
2151 Board meeting for a 2nd Reading and approval.
4.
Ms. Grumbles read the SUPER Co-Op Report for the Board. Report
highlights were:
• Work to complete the 2013/14 year administrative tasks with DJ
Co-Ops continues and communication remains positive. Past
year fees owed to DJ Co-Ops for carry-over inventory at
processors were negotiated. The invoice should arrive very
soon;
• The SUPER Co-Op Governing Council met on March 10, 2015,
at Gold Star Foods. The group worked with John Purcell, owner
of K12 Services, Inc., for improving the RFP for Commodity and
Non-Commodity Food Products. Discussion for the future might
involve working with a local university business school (UCLA)
on this project.
• Efforts are being made to streamline the current RFP for next
year. Recommendations are: eliminate Volume rebates;
include estimate usage for top 25 products, continue the bracket
pricing option, and include an optional value added section to
improve pricing for member districts. The RFP for the 2015/16
SY will go out during the next 30 days. A bidder's conference
webinar will be used to communicate changes with potential
bidders.
• One additional district, San Luis Coastal USD, in San Luis
Obispo, was added as a SUPER Co-Op member district for the
2015/16 SY.
• Pre-planners for brown box and processed product orders for
the 2015/16 SY are due to USDA between now and the end of
April.
• Ms. Grumbles reported there are 10 member districts
participating in a USDA unprocessed Fruit & Vegetable Pilot
project. A contract amendment with Gold Star Foods (GSF) for
distribution of the Fruits & Vegetables will be necessary to move
product under the project. The Board sees a possible conflict of
interest with this arrangement since GSF is already a distributor.
Some California Fruit & Vegetable providers are: Fresh
Innovations, Bolthouse Farms (Fresh Logistics) and Ag Link
(local to the Central Valley/Modesto area).
• The Board was invited to attend the annual meeting of the
SUPER Co-Op Governing Board, Distributors and State
Administrators which will be held on May 29,2015 from 10:00AM
- 12:00 Noon, at the Saugus USD, Bramlett Room.
5.
Ms. Weiss asked for input from the Board regarding the Agency's
annual employee banquet. Many ideas and suggestions were
discussed. It was decided to form a banquet committee and to
downsize the festivities this year. The Agency was informed that a
permit is required to hold a raffle. It was noted to send advance notice
to employees of the event changes.
3
Cont. Calendar (cont.)
1s1 Reading Revised BP 3550,
4030/AR 5141.27/88 9321
(cont.)
SUPER Co-Op Report
Discussion: Employee Annual
Banquet
EXHIBIT: A
VI.
ACTION CALENDAR
1. Dr. Hamlin made the motion, seconded by Ms. David, to approve the
renewal of RFP# 11-12-31012012 for distribution of foods for the
2015/2016 School Year from Gold Star Foods; motion carried 4-0. Ms.
Grumbles stated this is the fourth year for this renewal (maximum is five
years on a renewal for services).
M - 66 Ayes: 4
Renewal
ofRFP#11- 1231012012 forDistribution
of
Foods,
2015/16 SY-Gold
Star
Foods
Vote: 4-0
Approved
DainslWolcottiDavid/Hamlin
2.
M-67
Ayes: 4
Renewal
ofRFP#13-1401012014 forUSDA
Foods
Distribution
fortheSUPER
CoOp,2015/16 SY-Gold
StarFoods
Vote: 4-0
Approved
DainslWolcottiDavid/Hamlin
Ms. Wolcott made the motion, seconded by Ms. David, to approve the
renewal of RFP# 13-14-01012014-1 for distribution of USDA "brown
boxes" for the SUPER Commodity Co-Op for the 2015/2016 School
Year from Gold Star Foods; motion carried 4-0. This is year two of a five
year agreement.
3. After some discussion and recommendations, Ms. Wolcott made the
motion, seconded by Ms. David, to approve the 2nd Interim Budget
Report for the 2014/2015 School Year; motion carried.
VII.
CORRESPONDENCE
M-68
Ayes: 4
2nd Interim
Budget
Report
14/15
Vote: 4-0
Approved
DainslWolcottiDavid/Hamlin
AND BOARD INFORMATION
1. A copy of the Driftwood Dairy prices (Year-To-Date) was included for the
Board.
Driftwood
DairyPrices
2. A copy of the Resolution from the Newhall School District designating
Mr. Paul Cordeiro as the Alternate Official Representative to the
SCVSFSA Board of Directors was included for the Board.
NEWAlternateBoard
Member:NewhallSD
3. Ms. Crawford read the Agency Report. STAFF: It was reported
preparations have begun for the summer programs and for the
2015/2016 School Year. Employee re-assignments were implemented
on Monday, March 16, 2015. The remaining 10 positions are pending
negotiations, regarding the effects of labor hour reduction. Negotiations
meetings with CSEA are currently scheduled for March 18 and 25, 2015.
OTHER CONCERNS: It was reported there are two remaining Kids'
Cooking events. Participating schools are:
AgencyReport
School
Pinetree Elem.
Live Oak Elem.
Date
3/19/15
3/27/15
Teacher
Tiffany Storch
Jolie McDonald
Grade(s)
3/4
4
Theme
Western
Sports
Report from the Legislative Action Conference (LAC):
Attended by Ms. Grumbles, Ms. Weiss and Ms. Crawford; visited with
Mark Railsback, Communications Director from Congressman Steve
Knight's office; and also with Congressman David G. Valadao (21st
District, CA) - discussed child reauthorization, regional indexing for
school meal eligibility and reimbursements, entitlement for USDA Foods
for every breakfast served, Target 1 sodium level reductions, and
reduction of whole grains to 50%.
4
EXHIBIT: A
VII.
CORRESPONDENCE AND BOARD INFORMATION (continued)
Procedure for Selling Adult Meals to Non-Agency Site Employees:
A meals procedure has been prepared for selling adult meals to nonAgency employees. This procedure will soon be posted at the school
cafeterias and also discussed with Agency employees at the April Site
Team Leader meetings as implementation is phased in.
National School Breakfast Week:
Celebrating Dr. Seuss' birthday in conjunction with National School
Breakfast Week was successful. The events were held at Castaic
Elem., Leona Cox, Meadows and Mountainview and were well attended
by students in Kindergarten through second grade and their parents the theme was "Green Eggs and Ham".
Update on the Super Snack Program (aka "Supper Program"):
Ms. Crawford reported that a preliminary interview was conducted by the
California Department of Education (CDE) for the Child and Adult Care
Food Program (CACFP). Once the Agency's application is completed
and submitted, the approval process takes approximately 30 days.
Upon approval, CDE will then schedule a site visit before the program
can begin. Ms. Crawford reported she has been in contact with the
Administrators at both Canyon Springs and J. Michael McGrath
Elementary Schools. Ms. David asked that Josh Randall (Sulphur
Springs USD) is kept in the loop for all communication.
April 21 st Board meeting
To accommodate the CEO's schedule on April 21st, it was requested to
change the time of the April 21 st Board meeting to 8:00 A.M. The Board
was agreeable to this time change.
Agency Report (cont.)
VIII.
ITEMS FOR NEXT MEETING (April 21, 2015 at 8:00 A.M. - time change)
1. 2015/16 1st Budget Workshop
2. 2nd Reading BP3550 & 4030/AR5141.27/BB9321
3. 2015/16 Meal Prices and Application Package
4. Layoff Resolution for open positions
ITEMS FOR NEXT
MEETING
IX.
CLOSED SESSION
Ms. Wolcott made the motion, seconded by Dr. Hamlin, motion carried, to
adjourn the Regular meeting and go to a Closed Session.
CLOSED SESSION
11:30 AM.
M· 69
Ayes: 4
Vote: 4-0
DainslWolcottiDavid/Hamlin
X.
RECONVENE TO OPEN SESSION
Ms. David made the motion; seconded by Dr. Hamlin, motion carried, to
adjourn and reconvene to the Regular meeting. There was no report from
the Closed Session.
RECONVENE TO OPEN
SESSION
11:45 AM.
M· 70
Ayes: 4
Vote: 4-0
DainslWolcottiDavid/Hamlin
XI.
ADJOURNMENT
Dr. Hamlin made the motion, seconded by Ms. David and carried 4-0, to
adjourn the Regular meeting.
M· 71 Ayes: 4
ADJOURN: 11:46 AM.
Vote: 4-0
DainslWolcottiDavid/Hamlin
5
EXHIBIT: A
Date
April 21, 2015
j21CUUk"
L~4A~
Ms. Marcia Dains, President
6
EXHIBIT: A